Supply Chain Assistant

Job Description

More than 3.6 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced internally. As the vast majority of the displaced are women, girls, and boys, this could become the worst humanitarian crisis Europe has seen in decades.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine to complement partner response services either in breadth or scale.

In Poland, the IRC has launched a country program through the emergency response team. The IRC currently has offices in Lublin, and is looking to expand in programme scale, scope and geographic support over the coming months.

This position will be based in Warsaw, with occasional travel to Rzeszow, Lublin and other locations as necessary. As this is a fluid and rapidly changing context, the location of this assignment may change based on the needs of the program. This position will be unaccompanied, with the possibility of review at the end of the first year. Housing will initially be in hotels, or shared, IRC accommodation.

Responsibilities

Specific responsibilities include:

Compliance

• Manage and monitor vehicle usages, controlling fuel and ensuring all vehicles are in good condition and always align with IRC policy.

• Assist Procurement Chain Manager to have smooth and efficient procurement in accordance with IRC procurement policy.

• Analyze market conditions and collect request for quotation from suppliers for office and program supplies.

• Update price list every six months.

• Keep a track on service contracts and report to Supply Chain Coordinator.

• Have a mechanism in place to control assets and inventory according to IRC policy.

• Make physical count in every 6 months and report all discrepancies to Supply Chain Coordinator.

• Take responsibility to issue equipment to staff.

• Prepare transportation plan to deliver the office and program supplies to field offices.

• Manage and control fuel stocks and supplies.

• Ensure maintenance, refurbishment and property repairs for premises rented by IRC.

• Flexible to perform other duties assigned by supervisor.

Procurement, &Inventory Management

• Make sure that the procurement system is conducted and organized in accordance with IRC Procurement SOP’s

• Organize procurement of materials in the Country program/response or instructed otherwise with the immediate/senior supervisors.

• Establish list of reliable suppliers who can render services to IRC

• Ensure IRC programs receives in time, best quality goods and services with reasonable price possible.

• Ensure that supporting documents are obtained and kept in order for auditing purposes.

• Analyses the price quotations and if there is a doubt on a particular quote a Procurement Supervisor should be consulted for further action.

• Prepare and initiate payment process by organizing appropriate approvals on Payment request form attached together with POs, PRs, original Invoices, pro-forma Invoices, copies of purchase request memo, contracts or any other written agreement of services or items exchanges,

• Assist and support to implement the MPA’s and MSA’s process

• Establish and maintain to update the contracted list supplier and pre-qualified suppliers

• Helps to ensure to do due diligence check for all IRC supplier and maintain the supplier information form.

• Understand, implement and / or maintain standard IRC inventory management policies and procedures.

• Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).

• Advise the Supply Chain Coordinator of potential inventory shortages

• Ensure the maintenance of warehouse building(s), fittings and equipment.

• Implement and ensure clear safety procedures.

• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.

• Advise the Supply Chain Coordinator of warehouse-specific issues or improvements

• Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities.

• Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.

• Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.

• Monitor security of IRC’s storage and supplies.

• Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.

• On a monthly basis, work with the Supply Chain Coordinator to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.

• Update the stock record cards regularly.

• Conduct routine inventory inspection and submit report to the Supply Chain Coordinator in a timely manner.

Job Requirements

Education

• University degree in Supply Chain Management, Supply Chain, Business Management or related field.

Experiences

• Experience in administration and supply chain management, with not less than 2 years as Procurement Assistant or similar position.

• Experience in logistics with not less than 2 years of which must have been spent working with an international NGO.

Competencies

• Strong sense of personal integrity.

• Attention to detail.

• Strong supervisory skills.

• Ability to multi-task.

• Team spirit and problem solving abilities.

• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required

• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously

Skill and Abilities;

• Proven computer literacy in MS-Word, MS-Excel or related programs required

• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously

• Ability to work under pressure with multinational context

• Sufficient English language knowledge to communicate with international staff

• Willingness to put in extra hours in emergencies

• Willingness to travel to the field

• Ability to coordinate with other relevant teams such as finance, HR and Admin.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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